Title : (FL 26) ADMINISTRATION OF NSF CONFERENCE OR GROUP TRAVEL AWARD GRANT
SPECIAL CONDITIONS
Type : Grant Conditions
NSF Org: OD / OGC
Date : December 18, 1995
File : fl26
NATIONAL SCIENCE FOUNDATION (NSF)
Arlington, VA 22230
ADMINISTRATION OF NSF CONFERENCE OR GROUP
TRAVEL AWARD GRANT SPECIAL CONDITIONS
(FL 26)
1. General
The grant shall be administered in accordance with NSF
Grant General Conditions, GC-1 (10/95), or the FDP-II
Terms and Conditions (9/93) as identified in the award letter,
and this Attachment which identifies selected conditions
which unless otherwise stated in the grant letter, are
specifically applicable.
2. Selection of Participants
Selection of participants must be fair and must include
reasonable opportunities for the participation of women,
minorities, and persons with disabilities.
3. Travel
a. Allowances to individuals for transportation normally
will not exceed the cost of jet economy round-trip air fare
between the individual's home or institution and the
conference, symposium or meeting.
b. Because of the risk of catastrophic loss, NSF does not
encourage the use of charter flights as a means of mass
transportation for groups of scientists but U.S. - flag charter
flights may be used by individuals. When an individual
requests less than jet economy fare or has other support to
defray part of the cost of transportation, a corresponding
reduction will be made in the allowance from funds provided
by this grant.
c. The grant letter or approved budget may specifically
provide that grant funds may be used for per diem and other
applicable expenses of participants. If the grant is solely to
assist in defraying the travel expenses of selected scientists to
attend an international conference which will not be
conducted with NSF support, grant funds may not be so used
except to assist in defraying the lodging and subsistence
expenses of an officially designated delegate of a Federal
Agency or of the U.S. element of a recognized international
organization who would not otherwise be reimbursed for such
expenses.
d. Funds from this grant may not be used to provide travel
or related expenses to an individual whose comparable
expenses are being defrayed by his/her employer or by some
third party, including through another federal grant.
e. Funds provided by this grant may not be used for travel
or per diem expenses of dependents.
f. Further NSF approval of separate trips by persons to
attend the conference is not required.
g. Any air transportation to, from, between, or within a
country other than the U.S. of persons or property, the
expense of which will be assisted by NSF funding, must be
performed in accordance with Article 10. "Travel" of the
GC-1, or Article 17. "Use of U.S. Flag Air Carriers" of the
FDP-II Terms and Conditions.
h. NSF assumes no responsibility for securing passports or
visas required by any person because of his/her participation
in an NSF-supported project.
i. Employees of the Federal Government (other than NSF)
may be compensated for their travel expenses to attend the
conference/workshop provided that prior written approval is
obtained from their agency, including a statement that the
travel is not expected to contribute directly to the mission of
their agency. Federal employees may serve as lecturers or
staff members on a project and may receive compensation
and/or expenses if they obtain prior approval from their
agencies to participate and if services to the project are
performed outside their regular working hours or while they
are on leave status from official duties. Under no
circumstances may NSF employees be compensated from this
grant.
j. Any registration or other fees paid by conference
participants shall be used to defray reasonable expenses
directly associated with the conference for which funds are
not otherwise available. If fees exceed such expenses, the
remainder shall be used to offset allowable costs otherwise
chargeable to this grant.
k. Costs of entertainment, amusement, diversion and social
activities and any costs directly associated with such activities
(such as tickets to shows or sports events, and related meals,
lodging, rentals, transportation and gratuities) are
unallowable. Expenses of awardee employees who are not on
travel status, serving as hosts, or otherwise participating at
meals that are primarily social occasions involving speakers
or consultants are not allowable, even if the costs of the
speaker or consultant are allowable. Grantees should consult
Section 625, "Meetings and Conferences", of NSF's Grant
Policy Manual which provides additional coverage on
allowability of costs associated with meetings and
conferences.
4. Reporting Requirements
The Grantee will ensure that the Principal Investigator (PI)
under group award accepts responsibility for reporting on the
groups participation in the meeting. The report should be
submitted utilizing NSF Form 98A (Final Project Report) and
include: (1) a description of the participant selection process;
(2) a list of persons for whom travel funds were provided; (3)
their institutional addresses; (4) the sums awarded; and (5)
information on the meeting including number of persons
attending, total number of U.S. participants, and other
countries represented, highlights of the program and general
reaction of the U.S. participants supported under the group
travel award. One copy of the NSF Form 98A should be
submitted to the cognizant NSF program official listed in the
grant letter within 90 days following the expiration of the
grant. Group travel awardees are required to retain
supporting documentation that funds
were spent in accordance with the original intent of the
proposal. Such documentation will be subject to audit as
specified in Article 23. "Audits and Records" of NSF's GC-1,
or Article 23. "Audits and Records" of the FDP-II Terms and
Conditions.
5. Grant Monitoring and Evaluation
The Foundation may, as part of its program evaluation
activities, carry out assessments of the outcomes of selected
group travel awards. Grantees are requested to cooperate
with Foundation staff or designated third parties conducting
these assessments.
6. Resolution of Conflicting Conditions
In lieu of Article 34. "Resolution of Conflicting Conditions"
of NSF's GC-1, substitute the following:
a. Should there be any inconsistency between the grant
letter conditions and the Grant Special or General Conditions,
the grant letter conditions shall control.
b. Should there be any inconsistency between the Grant
Special or General Conditions, the Grant Special Conditions
shall control.
c. Should there be any inconsistency between the Grant
Special and General Conditions and any NSF guides,
brochures, etc., cited or included by reference in the grant, the
matter should be referred to the NSF Grants Officer for
guidance.
FL 26 (12/95) 1